Student Employment Handbook - Employee

Guidelines to On-Campus Student Employment

If you are looking for on-campus work or are already employed in a student position on campus, this guide was written for you.  Note that, except when otherwise specified, this information refers to both Work-Study positions AND to student positions not on the Work-Study Program ("non-Work-Study" positions).  

Please direct questions to the Career Center at 426-1747 or career@boisestate.edu.  

Index of sections below:

Resource Offices
Eligibility, Finding Jobs, & Interviewing
Hiring Paperwork
On-Campus Work - General Information
Work Study
Benefits
Demeanor
Your Rights
Conflict Management

Resource Offices

Affirmative Action - This office has university-wide responsibilities with regard to non-discrimination, diversity, and sexual harassment.  The Affirmative Action Officer serves as an ombudsman and resource to help staff resolve related problems.  Questions regarding grievances related to discrimination may be directed to this office.

Career Center - This office offers career-planning assistance to help with career-choice decisions, internships, and career- and student-employment assistance.  Interview guidance and resume review is available upon request.  This office lists internships, part-time, summer, temporary, and full-time on- and off-campus, Work-Study and non-Work-Study job openings, where a degree is not required, as well as career-employment opportunities for graduating students and alumni on a web-based, job-referral system - BroncoJobs.

Financial Aid - This office provides financial assistance and counseling to students who may otherwise be unable to attend the university.  Financial aid is available to fill the gap between their potential resources and educational expenses.

International Programs - This office provides support services to international students.  Students with F-1 and J-1 visa classification are authorized to work a maximum of twenty hours per week during fall and spring semesters (according to immigration regulations) and up to full time during breaks between semesters and during the summer sessions.  International students must also qualify for student employment according to the number of credit hours they are taking.

Human Resource Services - Worker's compensation claims are filed through Human Resource Services. Hiring paperwork processing is also completed in this office (however, the Career Center generates Work-Study hiring paperwork). All employee I-9 Forms (to validate eligibility to work in the United States), W-4 Forms (for tax withholding purposes), and Direct Deposit Forms are available in and processed by Human Resource Services.  Payroll Services is responsible for processing student time sheets and producing paychecks, using hiring paperwork signed by supervisors as authorization.  Payroll Services prepares calendar-year-end W-2 Forms for tax purposes.

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Employment Types

There are two general student employment programs: Work Study and non-Work Study.  Work Study requires that you have a Financial Aid Work-Study award from which your wages are paid.  Non-Work-Study employment is not part of a financial aid award package; wages are paid from the employing department's budget.

Whether Work Study or non-Work Study, jobs vary greatly regarding duties, degree of skills required, and work hours.  Work-Study and non-Work-Study employment programs have different criteria regarding employment eligibility.  These differences are outlined below.  

Eligibility to be a Student Employee

As indicated on the   (Section V Personnel - Position Definitions) a student employee shall be defined as anyone enrolled at Boise State University at least half time (6 credit hours for undergraduate students and 5 credit hours for graduate students).  

When school is in session a student employee may work for no more than 30 hours per week.  When school is not in session and during summer a student may work more than 30 hours per week.  Students who are employed prior to enrollment (i.e. in the summer or in the interim between fall and spring semesters) must meet the "intent to enroll" criteria.  For continuing, new, or returning students, intent to enroll means that the student has registered for classes the next semester.  Student employees are not eligible for benefits.

  For additional information and resources see the Career Center's International Student & International Work Information web page.

Eligibility for Work-Study Employment

You are eligible for Work-Study employment if you are both eligible for student employment (above), AND have applied for and been awarded a financial aid Work-Study award. The hiring department also must have been granted funding to employ Work-Study employees.

What is Work Study? 

Refer to this website - Aid Programs - for information on the Financial Aid Work-Study Program and also view the Aid Handbook, which provides details on eligibility, types of Work Study, Payroll, etc.  A detailed description of the Work-Study Program can be found at http://financialaid.boisestate.edu/workstudy.htm.

How to Find On-Campus Employment

The Career Center posts on-campus jobs, including Work-Study (as well as off-campus student employment opportunities) on BroncoJobs, a web-based, job-referral system.  New listings are posted daily so it is beneficial to check BroncoJobs regularly since hiring is usually done within a few days of posting.  You can also set the BroncoJobs system to e-mail you when a specific type of job is entered that meets your criteria. 

Positions are listed and updated by the department.  Many departments on campus post their jobs on BroncoJobs.  Some departments that post on BroncoJobs have many student employment positions throughout the year and also post openings on their website when positions are available (i.e. the Library, the Student Rec Center; and the Student Union).  Since departments are not required to post on BroncoJobs watch for help-wanted signs around campus and/or inquire at individual department/office locations.

Contact Career Center staff if you have questions about BroncoJobs: telephone 208-426-1747, e-mail career@boisestate.edu, or in person at 1173 University Drive (the Career Center is located in the Alumni Center across from the stadium).

Interviewing for On-Campus Work

You are not guaranteed a job; however, you can improve your chance of getting hired.  Some variables that might affect your job hunt are discussed below:

• How do you interview?

Interviewing well includes adjusting your demeanor and attire so that they are appropriate for the position for which you are applying.  Be polite, on time, and express a willingness to work and learn.  The Career Center offers interview training and other career-related services.  Job-search assistance and resume guidance are also available at the Career Center.   

• What hours are you available to work?

Employers sometimes are flexible around your classes, depending on their needs.  On campus, many employers operate only between 8:00 a.m.-5:00 p.m., M-F.  For part-time work, many prefer that you have four-or-more hour blocks of time (for full-time work, eight-hour blocks).  Scheduling your classes so that you have 3- or 4-hour blocks of  time available may help.  

Your potential length of employment may be more important to some employers.  Are you available year-round?  Different areas on campus may or may not be open summers.

If you have Work Study, your award amount may limit the length of time that you may work.  To estimate the number of weeks that you can work, divide your award amount by your expected hourly wage and then divide that amount by your expected number of work hours per week.  

• What is the job market like?

Typically more campus-employment positions are available at the start of fall and spring semesters.  The Boise job market may also vary year to year, which affects the number of students competing for on- or off-campus work.

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If you are being hired as a Work-Study student employee, your supervisor will complete a Work-Study Employee Action Form, which they request from the Career Center.  If you are being hired as a non-Work-Study student employee, your supervisor will complete other appropriate Boise State hiring paperwork.  

All student employees must complete the following forms in Human Resource Services: 1) an I-9 Form,  2) a W-4 Form, and  3) a payroll Direct Deposit Form.  These forms are described below. 

• I-9 Form.

The I-9 is a federally-required document that verifies your eligibility to work in the U.S.  It must be initiated on or before your first day of employment in Human Resource Services.  Click here for a list of acceptable I-9 documentation options.

If you have worked on campus before, you or your supervisor may call the Human Resource Services to verify that it is still valid and on file.

International students admitted to Boise State through the International Student Services/Admissions Office may be authorized for on-campus employment after receiving permission from the International Programs Office.  This office will issue students, who have F-1 visa classification, a form entitled "International Student Authorization for Campus Employment" that must be taken, along with photo identification, to Human Resource Services to complete the I-9 Form.  

• W-4 Form.

Work-Study and non-Work-Study earnings are subject to federal and state tax withholding.  The W-4 form (Employee's Withholding Allowance Certificate) is used to stipulate marital status and number of dependents in order to correctly withhold those taxes from your pay. 

If a W-4 form is not on file with Payroll Services, withholding is based upon single/zero allowances.  You may be able to claim exemption from withholding based upon meeting criteria indicated on the W-4 form.  Exempt status expires February 15th of each year.  You must complete a new W-4 form if your exempt eligibility status continues. 

It is your responsibility to decide how you want to complete the W-4 Form and withhold taxes.  You may wish to speak with whomever does your taxes in order to best determine how much you would expect to owe and how much you would therefore want to have withheld from your paychecks, if any.

W-4 Forms are available in Payroll Services.  As your situation changes, you can file a new W-4 Form at any time through Payroll Services.

• Payroll Direct Deposit Form

  Boise State requires direct deposit of all employees' paychecks.  This form may be downloaded at http://hrs.boisestate.edu/forms.  The student employee should also take a voided check to Human Resource Services to complete the process.

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Where do students work?  

Boise State University student employees work at the main Boise campus and at various satellite locations.

Can I work year-round?

Some students find work on campus year round; however, some areas of campus are closed during the summer.  

Work-Study Employees:

Whether you work year-round as a Work-Study employee depends not only on the need of your employer but also on the size of your award and the rate at which you use it. The fiscal year changes on approximately July 1, so work during summer, before July 1, may be performed using a spring or summer Work-Study award.  Work during the summer after approximately July 1 may be performed using a summer or fall-semester Work-Study award.

To calculate the estimated number of weeks that you can work, divide your award amount by your expected hourly wage and then divide that amount by your expected number of work hours per week.  If you find that your award will not last as long as you would hope, you may want to contact the Financial Aid Office.  Under some circumstances, your award amount may be increased.

It is also suggested that you review your award balance each payday.

How many hours per week may you work?

When school is in session a student employee of the university may work for no more than 30 hours per week.   When school is not in session and during summer a student may work more than 30 hours per week.  

International students may work no more than 20 hours per week with permission from the International Program Office.  For additional information and resources see the Career Center's International Student & International Work Information web page.

To determine the number of hours per week that you should work, here are factors to consider: your economic needs, your social or family life, the pace at which you best function, and your expected class and study time (one guideline suggests that for every hour in class, you should schedule at least two hours of study time).

Can you have more than one job at a time?

You may have more than one Work-Study and/or non-Work-Study job at a time.  Review the "How many hours per week may you work?" section above.

What wage will you earn?

There is no imposed wage structure across campus.  Minimum wage is $5.85 per hour (as of July 24, 2007).  Many positions pay above this rate in light of skills required, level of responsibility, and the job market.  Work-Study student employees are paid on an hourly rate in accordance with federal guidelines.

How do you document hours worked?

Once Human Resource Services/Payroll Services processes your hiring paperwork, you will be set up on Broncoweb's on-line time and labor system.  Your supervisor will train you on how to input your hours into the system.

How will I be paid?

Your paycheck will be direct deposited into your bank account every two weeks.  A payday schedule can be found at http://hrs.boisestate.edu/payroll/payschedule.pdf.

How can you use your earnings?

Your earnings, whether from Work-Study or non-Work-Study employment, are spent at your discretion.  

When will your receive your W-2?

The W-2 is an official record of the total amount of your wages for the calendar year.  It also shows federal, state, and Social Security (FICA) taxes withheld.  W-2 statements are issued to each employee by January 31 of the year following the end of the tax year.

What about performance Reviews/Evaluations?

Your job is a step toward your career. Whether or not it is similar to the destination you have in mind, it will show up on your work history or resume.  You may learn skills and acquire a valuable reference.

Although there are no university-wide requirements for reviewing and evaluating your performance, supervisors are encouraged to periodically review your performance.  As an employee, you are encouraged to regularly note your accomplishments and your suggestions for improving the work place, so that you too may participate in the performance review.

The performance review may be a time when suggestions for improving your performance are given.  It is recommended that you take a positive look at those suggestions, focusing on goals and planning for future achievements.  Your present employment is a step toward your career, so step forward.  

How is employment terminated?  

You may terminate your employment or you may become ineligible for employment due to a change in student status or funding.  Business etiquette suggests that you give your supervisor at least two weeks notice, preferably in writing.  Your employer also may terminate your employment for reasons such as insufficient funding, the position no longer needed,  or unacceptable job performance.

Once you or your employer chooses to terminate your employment agreement, it is your supervisor’s responsibility to complete appropriate separation paperwork.  

What is an Internship?  

An internship is an opportunity for students to gain practical, major-related work experience and college credit at the same time.  Usually students seek internships after they have completed introductory courses in their field of study.   Internships require approximately 50 hours of work for each hour of academic credit awarded.  Generally, students work from 15 to 20 hours per week during a semester to reach 150 hours for the equivalent of a 3-credit-hour class.  More hours can be worked during breaks or during the summer.  The departments decide if the internship is done for a letter grade or pass-fail and set other specific requirements. 

For general internship information contact Anne Evans, University Internship Coordinator, at 426-3408 or email to anneevans@boisestate.edu.  For a complete list of academic department internship coordinators, visit the internship web site.

What is a graduate assistant?

Graduate assistants are graduate students who are hired by departments to perform advanced research or duties in their field of study.  See your department for details.  

What is Boise State University's nepotism policy?  

Click here to read the Boise State Policies (Section V Personnel - Nepotism Policy).

How do I protect personal belongings against theft?

It is recommended that you do not leave valuables unattended.  Consult with your supervisor for a safe place to keep your personal belongings while you are on the job.  If there is a theft, report it to your supervisor and to the Campus Sheriff's Department (426-1453) immediately.  

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What is Work Study?

A Work-Study award is one type of assistance that you may receive when you apply for financial aid.  It is a specific dollar amount of eligibility to earn wages in a Work-Study job.  You don't get the entire amount all at once; rather, as with non-Work-Study employment, you are paid every other week for your earnings during a two-week period.  Your award will be for earnings during one or more semester during the fiscal year of July 1-June 30.    

See Financial Aid Handbook and Policies for additional information.

How do you apply for Work Study?

The application form ("Free Application for Federal Student Aid") for Work Study or other types of financial assistance is available (along with advice concerning filing this form) in the Financial Aid Office. 

You may apply any time, however, "on time" applicants complete the application procedure prior to March 1 in order to be reasonably sure of notification of award eligibility by the start of the academic year in fall. 

When you are awarded financial aid, your aid will be awarded in the following order: grant, loan, and then Work Study.  If you want this order changed, you will want to notify the Financial Aid Office as soon as possible.  

What regulations apply to using the award?

• Do you have to earn your entire award?

No.  You may earn some, all or none of your award while you are eligible to work.  If you do not earn your entire award during this period, you may not access the remaining amount.  There is no penalty for earning only some or none of your Work-Study award. 

• Are you required to get a job?

No.  Being awarded Work Study just means that you are eligible to work in a Work-Study job.  There is no penalty for choosing not to.  You would, however, want to notify the Financial Aid Office. 

• What if you want to earn more than your award amount?

You may or may not be eligible for an increase in your award.  Eligibility for an increase is  determined by whether your need has been met according to your financial aid file and the availability of funds to be awarded.  There might be an option for your department to hire you as a non-Work-Study student employee when your award runs out (speak with your supervisor).

You cannot earn more than the amount of your award unless other arrangements are made with the Financial Aid Office.  Unless those arrangements are made, your employment terminates once you have reached your award limit.  Options that you may pursue are outlined below.  

• Will earnings affect your eligibility for financial aid?

The Financial Aid Office is required to monitor your earnings from all sources, comparing your income to your calculated financial need.  This guarantees that financial aid funds are distributed fairly to all students in need.

Your current year's earnings will not affect your current year's financial aid, regardless of the employment source.

Depending on the employment source, your current year's earnings may affect your next year's financial aid.   If your current year's earnings are from the Federal Work Study or Idaho Work Study Program, you will report the wages when applying for financial aid, but the wages will not be counted as income when determining your eligibility for aid.  If your current year's earnings are from other employment sources, you will report the wages when applying for financial aid, and the wages will be counted as income when determining your eligibility for aid.

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Will I Get a Raise or Promotion?

Although some departments have schedules for raises contingent upon performance reviews, there is no campus-wide structure for raises or promotions.

Am I Eligible for Worker's Compensation?

Student employees are eligible for Worker's Compensation. Worker's Compensation is compensation for loss of pay resulting from injuries or disabilities incurred on the job.  Worker's compensation covers expenses for medical care and for certain other benefits. 

• All University employees are required to notify their immediate supervisor whenever they have suffered a work injury or employment caused illness, as soon as possible.  That accident notice should be made within 24 hours, when possible, and no later than 48 hours from the time of the accident.  

• University supervisors are then required to complete a Worker's Compensation Supervisor's Accident Report form.

• The Supervisor's Accident Report form and instructions can be found at http://rmi.boisestate.edu/workerscomp.shtml.  That report is designed to be completed by University supervisors or managers, not department employees.

• The Office of Risk Management and Insurance will assist the employee in completing applicable Workers' Compensation Forms, as needed.

• Should anyone have any questions or comments about when or how to report a work- caused injury or illness, they can contact Jim Coffey at 426-3636 or jcoffey@boisestate.edu.

Am I Eligible for Other Paid Leave?

Student employees are not eligible for sick leave, vacation pay, severance pay, or retirement plans.  

Am I Eligible for Health Care Benefits?

If you are a full-time student, you may want to inquire about health benefits that are offered to you at the time of registration.  For information visit the Boise State University Health, Wellness, & Counseling Services website.

Is There Overtime Pay?

Although you are not eligible for premium pay rates for evening/weekend work, overtime pay (time and 1/2) is paid for any hours over 40 per week that you work.  Work hours, during a semester are limited - see "How may hours per week may you work?"

Is there Holiday Pay?

Student employees will be paid straight time on a holiday (not time and one-half) for any time worked unless it is over 40 hours per week.

Is there unemployment insurance?

Student Employees are not covered by Unemployment Insurance.

What is the Break Policy?

University policy indicates that you may take one fifteen-minute break near the middle of any three- or four-hour block of time that you work.  Breaks should be pre-arranged with your supervisor.   

Can I Study at Work?

Although you are primarily a student, as a student employee you will have a commitment and responsibility to Boise State University.  You are expected to be considerate and reliable.  Student employees are not normally permitted by their supervisors to engage in reading, homework, or other personal activities during the hours of employment.

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On the job, you may come in contact with other students, staff, and visitors.  It's important for you to remember that, as an employee, you represent your department and the university.   This is a state-operated institution, and with that goes a responsibility to treat the public with due respect and consideration.  

Is this a "Real Job?"

Yes.  You will be working with career employees, and there are definite and real functions that need to be fulfilled.  The level of decision-making and authority that you are assigned will match not necessarily your potential, but instead, the job description of the position in which you have been hired.  

What is the campus dress code?

There is no campus-wide dress code.  You are expected to dress neatly, cleanly, and within reasonable limits appropriate to your work environment.  You should clarify this with your supervisor.  

What confidentiality and privacy policies apply to student employees?

Boise State University limits student information that employees can release without written permission or subpoena (in accordance with the Federal Privacy Act of 1974).  The release of unauthorized information is grounds for immediate dismissal.  Consult your supervisor when in doubt; s/he can identify the privacy status which the student has requested. 

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What is University policy regarding discrimination?

It is the policy of Boise State University to provide equal employment opportunities without regard to race, color, sex, national origin, religion, marital status, age, or disability.  Boise State University welcomes all people with disability and is in compliance with Section 504 of the Rehabilitation Act of 1973, as amended, and the Americans with Disabilities Act (A.D.A.).

It is unacceptable for any employee of Boise State University to fail or refuse to hire, to discharge, or to otherwise discriminate against you with respect to compensation or to the terms, conditions or privileges of employment on the basis of the aforementioned protected conditions.  If you feel that you have been unfairly discriminated against, or if you have questions regarding these issues, contact the Affirmative Action Office (426-3648).  

What is University policy regarding sexual harassment?

Harassment on the basis of sex is a violation of Section 703 of Title VII of the Civil Rights Act of 1964.  Title IX of the Education Amendments of 1972 has been applied in the protection of student employees in educational institutions.  

• What is sexual harassment?

Sexual harassment is defined as unwelcome sexual advances, and other verbal or physical conduct of a sexual nature. 

Gender harassment may include remarks that are directed at members of one sex in general that express contempt or stereotyped assumptions about abilities and ambitions.  

Examples of what may be sexual or gender harassment are: pressure for sexual activity, subtle or overt; inappropriate brushes, touches or physical aggression; obscene gestures; sexual innuendos; verbal sexual abuse disguised as humor; disparaging remarks about your gender; or derogatory remarks made about the abilities or role of your sex.  

• What should you do if you think you are being sexually harassed?

Any student who believes that s/he has been sexually harassed or harassed because of her/his gender by any Boise State University student, staff or faculty, has the right to file a grievance with the Affirmative Action Committee.  To lodge a complaint or make inquiries, contact the Affirmative Action Office (426-3648).

Contact the Campus Sheriff's Department if there has been a physical assault (426-1453).

 Idaho Human Rights Commission      EEOC

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Occasionally, work-related problems may arise.  There are many methods for problem solving; one method is listed below.  

Talking confidentially with your supervisor may help you see a situation more objectively.  Arrange a time to do this in a private, quiet setting.  Focus on the positive.   

• Identify the problem.  

Define the problem succinctly in your own mind.  Try to pinpoint a specific behavior or procedure that you think needs to be changed.  

• Brainstorm for options.

List all possible solutions, whether or not they seem realistic.  

• Evaluate those options.

  • Which one is most logical?  

  • Are there departmental or university guidelines that cover the issue?    

• Pick one best solution.  

• Set goals. 

It helps to break a solution or goal into component parts to be tackled one at a time.

• Keep a record.

Give yourself due credit for progress made, especially at the time of your performance review.  

If the problem can't be resolved at your supervisors level, you may consider meeting with the person to whom your supervisor reports and work up from there until you find a reasonable solution or compromise.  If your problem cannot be resolved this way, contact Boise State University Human Resource Services.

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